Capsule vs When I Work

QuickBooks Time

Zoho CRM

HubSpot CRM

Pipedrive

7shifts

Homebase

Compare Capsule and When I Work based on features, pricing, verified reviews, integrations & more on GetApp. Find out which software is best for your business in 2026.

HubSpot CRM is a lead management solution that helps businesses with recording calls, logging emails and managing customer data. It has been designed from the ground up and is ready to eliminate manual work and actually help sales teams. It was built ready for the modern world to help users get running and start selling.

Salesforce Sales Cloud

Salesforce Sales Cloud is a cloud-based Customer Relationship Management (CRM) application from Salesforce. The platform combines human sales professionals with AI-powered automation, data, and intelligence. This integrated solution is designed to help businesses of all sizes and industries.

Zoho CRM is a cloud-based customer relationship management (CRM) solution that helps businesses of all sizes close deals smarter, better and faster. The solution lets businesses reach customers through every channel, including telephone, email, social media, and live chat.

Capsule is an online CRM solution that helps businesses build stronger customer relationships, make more sales, save time, be more organized and collaborate.

Access Controls/Permissions

Activity Dashboard

Activity/News Feed

Activity Tracking

Alerts/Notifications

Appointment Management

Assignment Management

Budgeting/Forecasting

Business Process Automation

Business Process Control

Calendar Management

Calendar/Reminder System

Calendar Sync

Call Logging

Campaign Management

Client Management

Collaboration Tools

Commenting/Notes

Configurable Workflow

Contact Database

Contact Management

CRM Integration

Customer Database

Customer Segmentation

Customizable Branding

Customizable Fields

Customizable Forms

Customizable Reports

Customizable Templates

Dashboard

Data Import/Export

Data Synchronization

Data Visualization

Deadline Management

Document Management

Document Storage

Drag & Drop

Email Campaign Management

Email Management

Email Marketing

Email Templates

Email Tracking

Event Triggered Actions

File Management

Forecasting

For iPad Devices

Forms Management

For Real Estate

For Small Businesses

For Startups

Generative AI

Graphical Data Presentation

Interaction Tracking

Kanban Board

Lead Capture

Lead Distribution

Lead Management

Lead Nurturing

Lead Qualification

Lead Segmentation

List Management

Marketing Automation

Mobile Access

Mobile App

Monitoring

Multi-Currency

Multiple Projects

Opportunity Management

Performance Metrics

Pipeline Management

Pipeline Reports

Predictive Analytics

Process/Workflow Automation

Progress Tracking

Project Planning/Scheduling

Project Tracking

Project Workflow

Prospecting Tools

Quotes/Estimates

Real-Time Notifications

Referral Tracking

Reminders

Reporting/Analytics

Reporting/Project Tracking

Reporting & Statistics

Role-Based Permissions

Sales Activity Management

Sales Forecasting

Sales Pipeline Management

Sales Reports

Sales Trend Analysis

Search

Search/Filter

Segmentation

Social Media Integration

Source Tracking

Tagging

Task Management

Most users consider Capsule to offer good value for money, highlighting its affordable pricing and useful free version. Reviewers appreciate the fair pricing structure, though some users report limitations and rising costs with more users or advanced needs.

Value for money

Reviews for Capsule come from a wide variety of industries, including information technology and services (9% of reviewers), marketing and advertising (8%), and computer software (8%). The most frequent use case for Capsule cited by reviewers is CRM (50% of reviewers).

Capsule

Web-based

iPhone

iPad

Android

Free

Starter

Growth

Advanced

Ultimate

Product Manager

The tags make it useful to track specific details about products, but it doesn't seem possible to use these tags when looking at sales forecasting, and splitting revenue by custom tags.

Pipeline sales tracking is really useful to keep track of sales prospectives, and we created a pipeline specifically for renewals as well to get a good overall picture of both.

Electrical Engineer

The product has allowed us to efficiently create professional looking camping and provide reliable insights that enhance our decision making.

Founder

The calendar view so you can see all team tasks alongside calendar events and deadlines.

In my opinion, capsule lacks essential functionalities like a proper help of AI or deep automations to be considered by many more companies.

Senior Product Manager

I have 50+ 'tasks', which means I have to add associated email addresses to a company.

Having to add new contacts to companies, this should happen automatically.

Director

Was the first standalone CRM system we used, but due to fairly basic functionality we decided to keep it as a back up and switch to a different primary system (which has turned out to be better but still a bit lacking for the needs of a small consultancy)

Owner

Hardware, software, R&D catchup, and leapfrog etc  is the nature of the industry.   But what my intuition tells me after a long time in the game what will set this company apart (and I've seen many over the years: good and abysmal) is the quality and calibre of the support.

Weddings Sales

We needed a tool that would allow us to easily track booked events on a calendar and see trends of inquiries for specific dates.

What I like most about Capsule is that it is a proper CRM system which is made available to small businesses free of charge - when we've grown enough to warrant spending money on CRM - Capsule has already crossed the finishing line.

I have spent 40 years in the IT game and to get a support response from halfway round the world in 4 hrs gives me great confidence.

It has to be done entirely manually with no auto reminders or follow-ups.

DAY #1 - yes, I know, I know its early days but after using a high-powered corporate CRM for 20 years I find Capsules underlying principles of operations intuitive , and easy to understand.

When I import a CSV file - I need to format it slightly for it to identify all the columns - just an extra step which is a bit of a pain but not a biggy.

You have to send an email and you are at their mercy as to when they will get back to you.

Principal - Business Owner

One of the best features is the capsule daily reminder email that comes to me every morning with whom I need to take next actions with.  

Our team loves it, it's simple to use and nicely designed.

Capsule lacked an effective calendar tool to help us manage leads by date which made it ineffectual for us.

I am hoping that they will fix the above deficiency quickly or we have to change to a different app.

Unlike some contact management tools, this gives you a ton of flexibility in tracking interactions and todos.

I looked at Sales Force basics immediately starting my own business and it was way to  cumbersome for a startup that at most will have 4-6 employees.

App Integration Specialist

Really easy to get started with and covers all the core features needed by a contract based company.

There also isn't the flexibility around notifications that I am previously used to (and so we have had to adjust the workflows a little).

Good program, everything I needed, but wish I never bought simply on lack of customer support.   

We love the Outlook integration so that it stores your email activity.

Capsule's most redeeming feature is that it works and it really is free to use - integrity like this is a BIG plus for a business like ours.

Business Owner

I had basic needs: track new contacts and set reminders to follow up. While other apps had those features alongside dozens of other tools, Capsule made it very easy to start tracking and reminding right away. And that's on a free level!

Ops Director

Principal

Adding new contacts and their respective organizations is swift and seamless.  

Business Development Manager

M.D.

Developing one's knowledge and understanding developes in easy steps and is well supported by superb documentation

I used Capsule maybe 5 years ago managing my own small client base.

I have not come across any to date, including webcam training , on line documentation

Health Care Consultant

Simply lay out a process and break it into steps, or tasks, and have each one become active once the task that came before has been completed.

My management of clients has improved dramatically.

Capsule CRM is great for a small business CRM.

Projects

I would like the contacts capture be automated with some data from the contact´s organization.

Account Manager 

The search bar feature could be improved as search key words rather than phrases

There's no 'pre-opportunity' stage - i.e. no way of registering an interest in a product (linking a client and product or organisation) without it being a formal 'opportunity' - there needs to be a 'pre-opportunity' facility to ease admin in the system.

Health  Insurance Broker

It would help when a client calls I could search the phone number and address them by name if they are found in my CRM the same way I do when working from my lap top from home

Marketing Director

Multiple people in our organization are points of contact for a client, so Capsule has helped us to be able to document and share information among our team.

Setup

Calendar

Small Business

Ease of Use

Sales Pipeline

Pricing

Freelancers

Large Enterprises

Mid-size Business

Most users consider Capsule to offer good value for money, highlighting its affordable pricing, cost-effectiveness, and the availability of a free version suitable for basic needs. They say the free plan is helpful for organizing contacts and opportunities, and upgrading is straightforward as needs grow. Reviewers appreciate the fair pricing structure and the inclusion of essential features even at lower tiers. Some users report that the free version has limitations and becomes less useful as requirements increase, and a few feel costs rise with additional users.

Zestia

Connecteam

An all-in-one employee app that's both powerful, affordable and easy to use, especially for the mobile workforce.

Wageloch

Wageloch is a cloud-based human resource and workforce management platform that automates rostering, staffing, time and attendance tasks, onboarding, and other processes.

7shifts is a comprehensive team management platform designed specifically for the restaurant industry. The solution offers a suite of features to streamline operations and enhance efficiency across various restaurant types, from independent establishments to enterprise-level groups and franchises. The platform's scheduling capabilities allow managers to create schedules that align with the team's availability and the restaurant's staffing needs.

Use When I Work to schedule, track time and attendance, and communicate with employees, all in one place. Create schedules quickly and easily, and send the schedule to staff with just a click. Save time. Improve accountability. 14-day free trial.

Capsule vs When I Work Comparison (2026)

Capsule

When I Work

Overview

Video & Screenshots

Pricing

User reviews

Key features

Integrations

Alternatives